volume 4: the brief...the new civic centre working party outlined a concept plan that identified...

VOLUME 4: THE BRIEF

TENDER No. ULSC 2018/47

FOR

DESIGN OF NEW COMMUNITY

AND CIVIC CENTRE

Closing Date: Thursday 8 November 2018 Closing Time: 4.00pm (Australian Eastern Standard Time)

Sl. No. Revision Date Reviewed by Approved By

1 A 05/10/2018 Asif Faisal

2 B 16/10/2018 Asif Faisal & Mursaleen Shah

3 C 17/10/2018 Mursaleen Shah Mursaleen Shah

The Brief – 2018/47

Design of New Community and Civic Centre

Table of Contents 1 BACKGROUND INFORMATION ............................................................................................................. 3 2 UPPER LACHLAN SHIRE COUNCIL – NEW CIVIC CENTRE ............................................................... 3

2.1 EXISTING SITUATION ................................................................................................................... 3 2.2 PROJECT NEEDS .......................................................................................................................... 3 2.3 DESIGN REQUIREMENTS ............................................................................................................ 4 2.4 INTRODUCTION ............................................................................................................................. 4 2.5 DESIGN PRINCIPLES .................................................................................................................... 5 2.6 SCOPE OF WORKS ....................................................................................................................... 5 2.7 GENERAL ....................................................................................................................................... 5 2.8 DESIGN REVIEWS ......................................................................................................................... 7 2.9 SAFETY IN DESIGN ....................................................................................................................... 7 2.10 SUSTAINABLE DESIGN ................................................................................................................. 7 2.11 ACCESS.......................................................................................................................................... 8 2.12 FINISHES AND MATERIAL SELECTION....................................................................................... 8 2.13 BUILDING SERVICES .................................................................................................................... 9

2.13.1 MECHANICAL ............................................................................................................................ 9 2.13.2 ELECTRICAL .............................................................................................................................. 9 2.13.3 LIGHTING ................................................................................................................................... 9 The consultant is to consider a concept for exterior and interior lighting. ................................................. 9 2.13.4 AUDIO VISUAL ........................................................................................................................... 9 2.13.5 SECURITY .................................................................................................................................. 9 The consultant is to consider the provision of security access to the building. ........................................ 9 2.13.6 HYDRAULICS ............................................................................................................................. 9 The consultant is to engage a hydraulic consultant to prepare a hydraulic concept for the project. This is

to include modelling of the on-site stormwater provisions and pressure tests to address the needs of on-site firefighting equipment. ...................................................................................... 9

2.13.7 FIRE PROTECTION ................................................................................................................... 9 2.13.8 BUILDING STRUCTURE ............................................................................................................ 9 2.13.9 CIVIL INFRASTRUCTURE & LANDSCAPING .......................................................................... 9 2.13.10 TRAFFIC AND PARKING ......................................................................................................... 10 2.13.11 UTILITIES AND SERVICE INFRASTRUCTURE ..................................................................... 10

2.14 DESIGN QUALITY CONTROL ..................................................................................................... 10 2.15 DESIGN DEVELOPMENT DRAWINGS ....................................................................................... 11 2.16 PLANNING APPROVALS ............................................................................................................. 11 2.17 COMPLIANCE WITH STANDARDS ............................................................................................. 12 2.18 ESTIMATES THROUGHOUT THE DESIGN PROCESS ............................................................. 13 2.19 SUMMARY OF DELIVERABLES FOR INCLUSION IN THE PROPOSED REDEVELOPMENT

PROGRAM .................................................................................................................................... 13 2.20 PROPOSED NEW CIVIC CENTRE PROGRAM .......................................................................... 13

2.25.1 KEY PROJECT MILESTONES ................................................................................................. 13 2.25.2 STAGING REQUIREMENTS .................................................................................................... 14 2.25.3 FUNDING OPPORTUNITIES AND CONSTRAINTS ............................................................... 14 2.25.4 VALUE MANAGEMENT ........................................................................................................... 14

2.26 DESIGN PLAN FORMAT .............................................................................................................. 15 2.27 ADDITIONAL SERVICES ............................................................................................................. 15 2.28 PROJECT COMMUNICATION PLAN ........................................................................................... 15 2.29 APPENDIX DOCUMENTS ............................................................................................................ 15

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1 BACKGROUND INFORMATION

Council is seeking design, planning and regulatory consultancy services for the proposed upgrade of the New Civic Centre for Upper Lachlan Shire Council.

Upper Lachlan Shire Council has previously carried out a number of reviews of the Council’s Civic Facilities. Previous proposals have been explored in detail at green field site(s). However, in 2017, it was decided by the elected representatives of Council to establish a committee to finalise a site and a concept for the new Civic Centre. This Committee has chosen to redevelop the existing site located at 44 Spring Street Crookwell NSW 2583 combined with the Heritage Bank Building located at 108 Goulburn Street Crookwell NSW 2583.

A scoping study was commissioned for this site. The proposal to be prepared by the successful tenderer is for the design, estimation of costs based on this design and associated approvals e.g. Development Application to allow the Council to seek funding via grants. Any consultancy services after the completion of Development Application stage is to be by a separate agreement.

This background information has been taken from the Saleyards Civic Centre Proposal, for information purposes. The complete study is included as Appendix A. A scoping study on the Spring Street Site is included in Appendix B.

2 UPPER LACHLAN SHIRE COUNCIL – NEW CIVIC CENTRE

2.1 EXISTING SITUATION

Upper Lachlan Shire Council currently operates out of 44 Spring Street, Crookwell and in separate offices located in Gunning and Taralga. The current facilities do not meet the requirements for public access to Council Meetings or the amenity required for Staff.

In 2017 the Bank of NSW Building at 108 Goulburn Street, Crookwell was offered for sale and was purchased by Upper Lachlan Shire Council as a building for the future development of Council Facilities.

A scoping study was commissioned for the combined sites. This study is included in the Appendices attached.

A detailed field survey of the site and initial traffic counts in Robertson Lane has been commissioned by the Council and is not a requirement for inclusion in this tender.

2.2 PROJECT NEEDS

A community Working Party was also established to assist with development of the New Civic Centre concept plan. In formulating the concept plan, the Working Party reviewed previous projects and participated in community consultation exercises to compile a plan that brings the existing facility in line community expectations and achieves modern design standards.

The New Civic Centre Working Party outlined a concept plan that identified core provision for a New

Civic Centre, these provisions were subsequently supported by staff review. These include:

o New Council chambers,

o Facility for each council department ,

o Centralised Public interaction,

o Community Facilities,

o Retention of Heritage Items.

Upper Lachlan Shire Council endorsed recommendations from the New Civic Centre Working Party to proceed with detail design development. At the conclusion of detail design and development

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application approval the Council will seek grant funding for the project. To enable this funding application, Council requires a scope (design), estimated costs (QS) and schedule (project time line).

2.3 DESIGN REQUIREMENTS

Upper Lachlan Shire Council will engage an experienced Design Consultant to provide

the following services for the New Civic Centre:

o Conduct all investigations and specialist studies to support design and development applications (regulatory approvals). ,

o Prepare design plans, cost plans, project schedule and required reports ,

o Prepare and submit a Development Application,

o Prepare drawings Issued For Construction (IFC) suitable for construction,

o Provide ongoing support for the grants application based on scope, estimate, schedule, responses to Request For Information (RFI) and associated risk assessment.

The Design Consultant shall have prior design experience in Administration Building

design, demonstrate relevant subject matter expertise with examples of similar

buildings and to those proposed here.

The Design Consultant shall have extensive knowledge of relevant building codes and

standards including; Building Code of Australia, NSW Environment Planning and

Assessment Act 1979, Work Health & Safety Acts & Regulations, Disability Discrimination

Act (DDA) and related legislation and guidelines.

2.4 INTRODUCTION

In preparation of the final concept plan for the New Civic Centre, Council and the Working Party

recognised the need to prioritise the redevelopment to align with grant funding and respond to changing

community needs over the medium term (5 to 10 years). The following are suggested for consideration

as a guide:

The first task for the Design Consultant is to conduct a scope (needs) confirmation workshop

with relevant stakeholders to confirm the scope of works. The scoping study (Appendix B)

outlines the core physical works although a workshop is required to identify some specific

aspects that needs attention. The Design Consultant will develop a return brief a

requirements statements outlining the findings and what is required to meet the identified

need from the workshop. This Needs and Requirement is to be submitted to Upper Lachlan

Shire Council as confirmation of the design scope of works.

Upper Lachlan Shire Council requires the proposed facilities achieve high standards in terms

of design quality and the finished facility, however project budget limitations are to be

considered throughout the design and documentation process. It is recommended that Value

Engineering work is undertaken during the concept development stage required for the

Development Application to firm up assumptions for the detailed design and constructions

phases of the project.

This project will adopt value management principles to ensure best value for money whilst

maintaining design quality and ensuring longevity of the proposed facilities and

recommendations must be provided regarding each of the Functional Element for approval.

The development is to comply fully with the latest relevant version of the appropriate

Australian Standards, relevant Guidelines and the Building Code of Australia.

The design will, within the budget limitations, achieve a high standard of sustainable design

outcomes, whilst ensuring the building is cost effective and is based on efficient and

economical design in its operation and construction that meets the current and medium term

needs of the Council.

There will be three design development steps; Concept Design, Preliminary Design and Final

Design.

o Concept Design is 40% design development.

o Preliminary Design is 70% design development.

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o Final Design is 100% design development. Value Engineering test, evaluation and recommendation are be provided to Council for approval against each of the Functional Element (or Work Breakdown Structure if applicable).

2.5 DESIGN PRINCIPLES

The following principles have been prepared to guide the building design process:

A capacity to extend – wherever possible, redeveloped/ new built elements should ensure

that additional components can be added to or extended as needs and priorities require,

Space/rooms flexibility – all built spaces will have use flexibility designed into them,

Optimising solar capture capability – positioning of buildings should allow optimal solar

energy capture,

Transparency – the public and users should be able to have views into and the Public areas

of the Civic Centre,

Use height/ slope relationships – this will optimize use while constraining footprint: variable

building heights should be used to provide optimal rooms/ activity spaces while reducing

the size of the footprint; slopes should be used to reduce the visual mass of buildings,

Multiple access – the design will allow different users and program/ service providers and

building component owners/leaseholders to have different forms of access,

Use zoning – the zoning of uses should be followed so as to create departments

Multiple linkage to surrounds – physical links should be developed / designed with

adjacent, nearby and more remote activities/ facilities.

2.6 SCOPE OF WORKS The scope of works is scheduled in detail from the previous schemes proposed for the green field site(s). Previous plans for a proposed green field’s site are indicative only of the scope of works. Refer to Appendix A for the drawings and Appendix C for the schedule of spaces.

2.7 GENERAL

The Design Consultant is to prepare a design development methodology for the works that

is to be approved by Upper Lachlan Shire Council’s Project Manager. As a minimum the

design methodology is to outline the project team, specialist investigations and studies,

specialist technical resources, design development schedule, innovation opportunities,

review workshops, design process quality management, stakeholder consultation, risk

management, supporting design documentation development and payment milestones. The

design development methodology is to be approved prior to commencement of any

investigation or design work.

The design is to be flexible and efficient and make allowance for future proofing and multiple

use of spaces.

Subject to costs and building performance and energy efficiency parameters, the design

should maximise floor to ceiling heights and external visual connections.

Generally and wherever possible equipment and finishes must have a well-established track

record in the Australian market with local service back-up.

Provide an open, welcoming and inviting entry sheltered from prevailing weather and with a

contemporary look and feel which is appropriate to the town centre precinct. Provide a colour

and materials pallet to the streetscape to assist with ambient lighting levels and safe

supervision.

Liaison with the Upper Lachlan Shire Council’s Project Manager, Upper Lachlan

Shire Council’s Civic Centre operational staff and the Working Party.

Co-ordinate and manage the activities, decisions and outputs of specialist sub- consultants.

Throughout the project, monitor and identify problems and risks, undertake assessments

for the Council’s Project Manager and facilitate early and cost effective resolution to

achieve delivery of the project within the defined parameters.

In conjunction with Council’s Project Manager, assist with the overall planning,

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programming, co- ordination, cost management and control of the project throughout the

design and documentation phases.

Convene regular design team meetings and monitor the work of the sub-consultants.

In consultation with the Design Consultant’s quantity surveyor, establish preliminary

budgets and undertake cost plans at the nominated design milestone points.

In consultation with the Council’s Project Manager, assist in the development of

programs for all phases of the project, monitor and maintain project reporting.

Monitor and co-ordinate consultant program and activities to ensure timely completion of

documents, including drawings, specifications and reports.

Co-ordinate and control the external authority approval process, including, building permits,

fire authority approval, electrical supply authority and water/sewerage authority conditions

of service as appropriate for the design works.

In conjunction with the Council’s Project Manager, the Council’s traffic staff and the

traffic consultant are required to coordinate the development of an effective car parking /

traffic management plan based on the design plan provided for the site cognisant of

budgetary constraints and the existing traffic assessment undertaken for the site.

Present design and incorporate comments from relevant stakeholders.

Undertake a presentation at the end of each of the design phases to the Committee to

gain support and approval before proceeding to the next phase.

Throughout the design process keep track of all changes to project scope, including

reasoning and impacts of change, the associated risks to the project and any subsequent

change to the project budget.

Engage a registered Quantity Surveyor (QS) to develop a project cost plan. Confirm the

scope of architectural and services work and the expected grade of materials and

finishes for the project sufficient to enable the registered QS to prepare an accurate cost

plan(s) for the works. These cost plans will be used to measure the performance of the

project through successive stages. A cost plan will also be used to inform Council’s

future budget inclusions for future construction works.

The Design Consultant must ensure that the registered QS provides a cost plan report at

the conclusion of the following design stages;

o At Concept Design Development (40% project definition)

o At Preliminary Design Development (70% project definition)

o At Final Design Development (100% project definition)

The Design Consultant must ensure that the design responds to cost estimates and remains within the allocated budget.

If the construction tenders received come back above the allocated budget, the

Design Consultant in conjunction with Upper Lachlan Shire Council must undertake

an additional value management (Value Engineering) process to identify cost reduction

strategies to bring the project in line with the allocated budget. This may require

changes to documentation prepare by the Design Consultant and specialist sub-

consultants.

Upper Lachlan Shire Council may engage an independent quantity surveyor or

cost engineer to review the cost plans developed by the registered QS.

The Design Consultant is to prepare an agenda for each project meeting necessary to

complete the design and documentation. A record of each meeting is also to be kept

and circulated including an action list and supporting information and documentation.

The Design Consultant is to make reasonable inquiry with all relevant service providers or

sub-consultants to provide a reliable cost estimate for the design and documentation

services. Council may request a scoping or briefing document to verify services provided.

The Design Consultant is to outline any omissions or assumptions in their proposal. Upper

Lachlan Shire Council may request clarification plus an estimated cost impact of any

omission or assumption to obtain a more reliable total project cost estimate.

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2.8 DESIGN REVIEWS

This project will be subject to regular design reviews to ensure an efficient and functional design outcome. The design review process is outlined as follows and is considered the minimum review requirement:

Design Reviews are to be undertaken throughout the project at key stages. There will be a

minimum of three formal design reviews; at the completion of the Concept Design,

Preliminary Design and Final Design phases. The Design Consultant will keep a record of

any issues arising from the formal design reviews, including proposed and completed

management actions for incorporation into subsequent design development stages.

An independent design review may also be undertaken at any stage throughout the design

development. An independent design review would be commissioned by Upper Lachlan

Shire Council. In addition Upper Lachlan Shire Council may engage other external

consultants to complete a peer review of specific design elements at any stage of the project.

When requested, the Design Consultant is to make available all relevant information and documentation for an independent design review.

2.9 SAFETY IN DESIGN

Health and safety sits at the very highest priority on this project and must be considered in

all aspects of design, construction and operations.

The Design Consultant must undertake a Safety in Design review at Concept, Preliminary

and Detailed design stages and provide a Safety in Design Report to Upper Lachlan Shire

Council at each stage for approval as the building owner and occupier. Upper Lachlan Shire

Council staff will be actively involved in the review of the submissions received and actions

agreed.

2.10 SUSTAINABLE DESIGN

Upper Lachlan Shire Council is seeking to achieve best practice in sustainable design

and construction and ensure the long-term sustainability of the centre by reducing

environmental impacts throughout its service life.

Upper Lachlan Shire Council requires the Design Consultant will adhere to the

following approach in developing sustainable design and construction options:

o The consultant shall use their expertise to nominate appropriate specific goals for the project pertaining to energy consumption and water consumption.

o The consultant shall nominate appropriate sustainable design performance targets,

derived from industry leading sustainable design standards including appropriate

aspects of Green Star, LEED or other tools that may be (in part) applicable to this

facility.

o The consultant will propose and agree targets with the Council and the consultant’s design team,

o At all times the Design Consultant will consider the cost implications of proposed

design features and seek to deliver the best outcomes within the available project

budget.

o The Design Consultant will work with the quantity surveyor or cost engineer during

the concept design phase to establish appropriate budgets for sustainable design

initiatives.

o The Design Consultant will present a concept Sustainable Design Report covering

project goals, benchmark projects, proposed sustainable design initiatives, initial

cost plan of sustainable design features, opportunities for innovation.

o The Design Consultant will provide advice in relation to building fabric

performance including compliance with insulation performance including

suggested improvements over minimum standards, glazing performance and

infiltration performance.

o The Design Consultant will consider and present other non-financial benefits of

selected sustainability initiatives to assist council in decision making during the

design process.

o The Design Consultant shall demonstrate the suitability of selected sustainability

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initiatives using whole of life costing analysis where decisions are required

between alternate solutions. The whole of life costs analysis (cost of ownership)

should include upfront capital costs, energy pricing and escalation rates,

maintenance costs, consumables and elemental replacement costs during the

selected life cycle period.

o Following consultation with Council and members of the design team the Design Consultant will update the Sustainable Design Report to concept design stage.

o A final review of the construction documentation is to be undertaken by the Design

Consultant for compliance against Section J (fabric elements) of the National

Construction Code.

o The Design Consultant shall document an analysis of opportunities and

recommendations to implement energy and water efficiencies, reduce operating

costs, waste and carbon emissions across the main components of the new Civic

Centre. The main components may include but not be limited to:

HVAC including air delivery and distribution methodology,

Solar passive orientation and design,

Building envelope, glazing and insulation,

Heat pumps,

Photovoltaic systems,

Water capture and reuse including innovative reuse solutions,

Variable speed pump installation (all pumps) – circulation and heating,

Heating,

Building Management Systems,

Water efficient fixtures

In determining the most appropriate sustainability initiatives for adoption in the project will

include capital cost, operating cost, environmental impact, health, wellbeing, accessibility,

safety, social, inclusiveness, educational, occupant comfort and satisfaction. Each of these

criteria must be appropriately balanced in order to maintain a holistic appreciation of the

issues at hand. The Design Consultant will advise on an appropriate method of selecting

between alternatives such as by nominating an appropriate scoring system.

2.11 ACCESS

The Design Consultant shall design all spaces to ensure that they meet the relevant

industry guidelines in addition to the requirements of the Disability Discrimination Act

1992 (as amended), Disability (Access to Premises – Buildings) Standards 2010

requirements and Universal Design principles as minimum standards and enhance

BCA/NCC 2016 requirements.

2.12 FINISHES AND MATERIAL SELECTION

The Design Consultant must ensure that the most appropriate materials are selected for

inclusion within the project, giving particular regard to internal and external environmental

conditions.

The Design Consultant may engage a materials expert to ensure that metals, concrete

mixes, protective coating systems, polymers and other materials are appropriately specified

and constructed to minimise ongoing maintenance and the risk of failure. Provide life cycle

risk and costing analysis where required to assist with decision making.

Wet Areas:

o High quality and durable floor finishes to all wet areas,

o High quality steel paint coating applications must be used in accordance with

manufacturers recommendations,

o Wall and ceiling finishes to be highly durable and low maintenance,

o External grade timber products including doors, seating and joinery items to wet areas.

Dry Areas:

o High quality, durable and low maintenance floor finishes throughout dry areas, with

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rubber flooring, vinyl, marine grade carpet and non-slip ceramic tiles as determined

by functional requirements.

External:

o Highly durable external façade and roofing systems which consider the impact of the

environment, with access readily available to all surfaces for cleaning and ongoing

maintenance.

Fixtures and Fitments

o Highly durable fixtures and fitments suitable for high-usage public buildings in harsh environments.

2.13 BUILDING SERVICES

2.13.1 MECHANICAL

The consultant is to consider a concept for mechanical services in the design process,

allowing for plant rooms and external equipment locations and ventilation.

2.13.2 ELECTRICAL

The consultant is to consider a concept for electrical upgrades and services in the

design process, allowing for switchboard rooms, distribution boards,

communications cupboards and the major distribution network that will be required.

2.13.3 LIGHTING

The consultant is to consider a concept for exterior and interior lighting.

2.13.4 AUDIO VISUAL

The consultant is to consider the provision of audio visual systems in the design for the chambers and public areas of the proposal.

2.13.5 SECURITY

The consultant is to consider the provision of security access to the building.

2.13.6 HYDRAULICS The consultant is to engage a hydraulic consultant to prepare a hydraulic concept for the project. This is to include modelling of the on-site stormwater provisions and pressure tests to address the needs of on-site firefighting equipment.

2.13.7 FIRE PROTECTION

The BCA / NCC Analysis is to be incorporated into the design for all aspects of fire

protection.

Avoid the use of sprinkler systems unless absolutely required.

Provide fire hydrants and hose reels throughout as required.

Provide smoke detection, occupant warning system and all other smoke and fire safety

measures required to meet relevant standards and comply with the FER.

2.13.8 BUILDING STRUCTURE

Provide an efficient and cost effective structural design solution to withstand building and

environmental live and dead loads.

Design for the site ground and environmental conditions including consideration of the impact

of ground water and site soil characteristics.

Ensure constructability and future expansion requirements are considered in the design of

structural systems.

Ensure internal slabs make allowance for maintenance and access equipment loadings.

2.13.9 CIVIL INFRASTRUCTURE & LANDSCAPING

The civil and external areas design is to consider aspects for security including lighting, clear

sightlines, safe movement with good connections and access, and mixed use and activities

to promote public use and self-policing.

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A range of traffic calming measures (such as raised pavements, shared zones, pedestrian

crossings, etc.) may be required across the site, in particular adjacent to main circulation

routes. In all such situations, the safety and ease of movement of pedestrians should be

given priority.

Provide an entry forecourt and landscaped areas with passive social/recreation opportunities

for patrons, visitors and the general community, for all ages and abilities.

Provide planting of vegetation for summer shade to paved areas, winter sun and mid-season

sun to pedestrian and gathering areas, wind protection, and consistent with the landscape

character of the region, fully considerate of local soils and climatic conditions. Create a

landscape character which is low maintenance, endemic to the region and culturally

appropriate, and that will grow to a scale appropriate to the proposed facilities and uses.

Provide a drainage strategy which considers:

o Water Sensitive Urban Design / Water Quality Management,

o Stormwater Site Management Plan,

o Site detention analysis,

o Site discharge to minimise pollutants,

o Irrigation systems,

o Water NSW requirements,

o Non reliance on pumped systems wherever possible.

Provide a robust external pavement design which meets minimum Council requirements with

additional allowances for adverse ground conditions or a 30-year pavement design life,

whichever is greater. Provide a pavement construction joint layout which minimises the

opportunity for pavement cracking, and which forms an integral part of the site design.

Provide an earthworks design that, where practicable, minimises the volume of material that

is to be imported or exported. The earthworks shall provide site levels and grading that suit

the topography and achieve the following minimum requirements:

o Falls away from buildings,

o Overland flow paths and freeboard to buildings for flood events,

o Operational building floor levels above drainage structure inlets and outlets.

2.13.10 TRAFFIC AND PARKING

The Design Consultant is to develop a traffic, pedestrian access and parking management

strategy to the Civic Centre when operating with increased patronage.

The traffic, access and parking management strategy is to prioritise pedestrian movements

within and between parking areas and the new facility and clear access and egress points

from Spring Street, Goulburn Street and possibly Robertson Street.

The Design Consultant is to also prepare a detailed site traffic impact and parking

assessment to determine car parking requirements and support any planning application

process through the development of functional designs. This assessment should consider and incorporate adjacent site precinct uses including the adjacent park, the main street and

surrounding residential areas.

2.13.11 UTILITIES AND SERVICE INFRASTRUCTURE

The Design Consultant is to evaluate the location and capacity of existing utility supply points

for electricity, gas, telecommunications, potable water, sewer drainage, stormwater drainage

and recycled water. All existing services are to be identified and detailed on existing condition

plans.

The Design Consultant is to liaise with relevant supply authorities to determine additional

site infrastructure requirements and initiate external service upgrades is required. Any

upgrades are to be incorporated into the concept design plans.

2.14 DESIGN QUALITY CONTROL

The Design Consultant must submit to Upper Lachlan Shire Council’s Project Manager

the deliverables identified for each project stage for approval and sign-off prior to

commencement of design works for subsequent stages.

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The Design Consultant is to submit all documents as a draft to Upper Lachlan Shire

Council’s Project Manager and the PCG for review and comment and amend documents

as directed prior to final issue.

Coordinate documentation in order to issue a single package to the Council’s Project

Manager. Prior to the handover of Deliverables to the Council’s Project Manager, the

Consultant must:

o Review all documents for compliance with the functional Brief. o Review/coordinate all documents, including specialist sub-consultant

documentation.

o Review all documents for compliance with the cost plan provided by the Consultant’s quantity surveyor or cost engineer.

o Provide a document list/transmittal, identified by the project name and number, to list all project documents.

Provide all final documentation in PDF and hard copy format.

Workable digital files used to create PDF files shall be supplied in the following formats:

o Specification in editable MS Word format,

o Images in JPEG or TIFF formats,

o Drawings in DWG (CAD) format and pdf. PDF must be placed in a A3 to suitable scale for viewing.

2.15 DESIGN DEVELOPMENT DRAWINGS

Design development drawings (plans, elevations & sections, etc.) shall be presented

to the Upper Lachlan Shire Council as appropriate for review and approval to proceed

to the next phase. At this time a “Hold Point” shall occur for the necessary approval of

design development by Upper Lachlan Shire Council at the Concept, Preliminary and

Detailed Design stages and each value engineering re-consideration. It is further

suggested to consider a Hold Point at the completion of SID.

The Design Consultant must not proceed with the provision of design services beyond the

current design development stage until Upper Lachlan Shire Council has confirmed, in

writing, its acceptance of the various stages of the design development documentation and

sustainability benchmarks. The Design Consultant must make any amendments to the

design development documents directed by Upper Lachlan Shire Council.

2.16 PLANNING APPROVALS

The Design Consultant is to prepare a Development Application for the project. The

application is to include all associated reports, plans and any other documentation required

and submit the complete application to the Upper Lachlan Shire Council’s Planning

Department for assessment. The Design Consultant shall then undertake a review of the

Development Consent and update the design and documentation to address any issues

identified in the final design plans and documentation.

The preparation and assessment of a site specific Development Application may identify

additional matters to be addressed or require further investigation. Referral bodies may

also request additional information in response to any public submissions received from

the public exhibition process.

Following is a list of documentation required to support a Development Application,

however it is recommended the Design Consultant make their own inquiry as to the

composition and extent of documentation required.

o Statement of Environmental Effects (SEE) needs to be comprehensive and address all relevant local and state legislation.

o Site plan of the land including: Location, boundary dimensions, site area and north point.

Existing vegetation and trees on the site.

Location and uses of existing buildings on the land.

Existing levels of the land in relation to buildings and roads.

Location and uses of buildings on sites adjoining the land.

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o Sketch of the development including:

The location of any proposed buildings or works (including extensions or

additions to existing buildings or works) in relation to the land’s boundaries

and adjoining development.

Floor plans of any proposed buildings showing layout, partitioning, room

sizes and intended uses of each part of the building.

Elevations and sections showing proposed external finishes and heights of

any proposed buildings (other than temporary structures).

Elevations and sections showing heights of any proposed temporary

structures and the materials of which any such structures are proposed to

be made.

Proposed finished levels of the land in relation to existing and proposed

buildings and roads.

Proposed parking arrangements, entry and exit points for vehicles, and

provision for movement of vehicles within the site (including dimensions

where appropriate).

Proposed landscaping and treatment of the land (indicating plant types

and their height and maturity).

Proposed methods of draining the land.

Structural Plans.

o A montage depicting the building height and external configuration, as erected, in relation to its site

o If the development involves a change of use of a building (other than a dwelling-

house or a building or structure that is ancillary to a dwelling-house and other than

a temporary structure):

List the Category 1 fire safety provisions that currently apply to the existing

building.

List the Category 1 fire safety provisions that are to apply to the building

following its change of use.

o If the development involves building work to alter, expand or rebuild an existing

building, a scaled plan of the existing building. The site plan to illustrate the

existing site layout and comparative boundaries of the proposed development.

o Section J Report (Energy Efficiency), Class 2 to 9, Building Code of Australia

o BCA Report, NCC Building Code of Australia 2016.

o Fire Engineering Report.

o Heritage Impact Statement.

o Geotechnical Investigation and Report.

o Traffic Impact Assessment and Report.

o Schedules of materials and finishes

o Water Cycle Management Study.

o Stormwater Management Plan.

o Sedimentation and Erosion Control Management Plan.

o Soil Contamination Report.

o Asbestos Audit Report.

o Waste Management Plan.

2.17 COMPLIANCE WITH STANDARDS

The new Civic Centre shall comply with all current requirements of the Building Code of

Australia, Authorities, and Australian Standards or as approved by the relevant authority,

including but not limited to:

o Building Code of Australia,

o Building Regulations,

o All relevant Australian Standards and Codes,

o Occupational Health and Safety Act,

o Worksafe guidelines,

o Utility Supply Authority Regulations,

o Health Department Regulations,

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o Fire Authority requirements,

o Upper Lachlan Shire Council Local Environment Plan,

o Service NSW,

Plant design, layout, access and material selections shall comply with appropriate work

place health and safety requirements, and other relevant codes and regulations.

The Design Consultant is to liaise with relevant authorities to ensure the design meets all

Code and Authority requirements. The facilities are to be fully accessible and compliant with

Building Code requirements.

2.18 ESTIMATES THROUGHOUT THE DESIGN PROCESS

The Design Consultant, specialist sub consultants and the quantity surveyor or cost

engineer shall review the design development documentation to prepare cost plans in

consultation with the Council Manager and Committee. An initial cost plan is to be

developed following concept design phase, then updated following preliminary and final

designs.

Each cost plan is to determine the total project cost and identify above the line costs, below

the line costs with a contingency appropriate to the level of design information available

Costs associated with achieving the agreed ESD benchmarks and obtaining the relevant

certification must be itemised separately in the cost plans.

When requested, the Design Consultant is to make available all relevant information and

documentation for an independent cost review.

2.19 SUMMARY OF DELIVERABLES FOR INCLUSION IN THE PROPOSED REDEVELOPMENT PROGRAM

Following is a list of deliverables required throughout the design and documentation

development phase of the redevelopment works:

o Scope confirmation workshop.

o Design development methodology.

o Design project management plan.

o Concept design plans with a cost plan to 40% design development.

o Safety in design review and report.

o Sustainable design report.

o Value management workshop and report.

o Development Application with all supporting documentation.

o Preliminary design plans with a cost plan to 70% design development.

o Final design plans with a P90 cost plan to 100% design development.

o Meeting agendas, records and action lists.

o Grant funding application and business case. o Drawings Issued For Construction (IFC) suitable for construction.

2.20 PROPOSED NEW CIVIC CENTRE PROGRAM

2.25.1 KEY PROJECT MILESTONES

Milestone Description Target Completion

1 Issue Design RFT 18 October 2018 (Thursday)

2 Council Accept Design RFT 20 December 2018 (Thursday)

3 Appoint Design Consultant 27 December 2018 (Thursday)

4 Complete Concept Design and initial project estimate

21 February 2019 (Thursday)

5 Complete Preliminary Design and revise project estimate

4 April 2019 (Thursday)

6 Complete Final Design and revise project estimate 8 May 2019 (Wednesday)

7 Submit Development Application 22 May 2019 (Wednesday)

Note. Council is happy to receive a shorter timeframe provided committee consultation is included in the project plan. A detailed project plan to be submitted at the time of signing the contract.

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2.25.2 STAGING REQUIREMENTS

All or part of the proposed works may be subject to further funding and strategic planning

which may require parts of the design or construction to be staged. Staging requirements for

the project will be further developed and agreed with Upper Lachlan Shire Council as the

project progresses via the Committee.

2.25.3 FUNDING OPPORTUNITIES AND CONSTRAINTS

It is currently proposed that the redevelopment of the New Civic Centre would be financed

through a combination of loan borrowings, State and Federal Government grants, rates and

general Council revenue and potentially donations and/or contributions (e.g. discount on

provision of goods and services) from other contributing parties.

The exact combination of funding sources required will be dependent on circumstances at

the time (e.g. level, type and eligibility for government grants and the prevailing market

conditions at the time of any potential asset sale). Given the uncertainty and the lengthy time

before commitments must be locked into place it is premature to determine the exact

financing mix of the project at this time.

The Project Team may be required to assist Upper Lachlan Shire Council with any grant

funding applications for the project by providing relevant professional project advice in

support of any funding applications Council may make.

2.25.4 VALUE MANAGEMENT

A Value Management workshop is to be undertaken at the conclusion of the concept design

phase. The Design Consultant will chair this workshop with the focus on an efficient project

outcome, at acceptable cost and effective project delivery.

Value Management will be undertaken adopting a systematic approach to ensure that

maximum value for money is achieved with a focus on maximising value rather than simply

minimising cost. All Project Team members will proactively participate and define what is

needed, aligning design requirements to ensure minimal waste and maximum benefits.

2.25.5.1 ULSC Project Team

The Project Team from Upper Lachlan Shire Council will be comprised of the following members:

General Manager - Champion;

Director of Works and Operations – Project Manager;

Specialist Project Manager;

Additional staff and consultant as technical advisors when needed.

2.25.5.2 Project Management Plan

The Design Consultant is to prepare a Management Plan to cover all tasks to be carried out under this engagement and associated schedule. This plan is to provide a high level understanding of investigation and design tasks and to identify key decision and review points. As a minimum the Project Management Plan should include the following components:

Brief Project Description

Monitoring and Control

o Reporting

o Tolerances

o Risk Register

Design Team Structure

o List roles and responsibilities

Assumptions and Constraints

o Project approvals

Technical Considerations

o Refer relevant Australian Standards, Industry Guidelines, etc.

o Site constraints / characteristics

Stakeholders

o List relevant stakeholders and proposed consultation

o Communication mechanisms

Cost Estimate

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2.25.5.3 Design Consultant Team including Sub-Consultants

Head Consultant - Architect

Sub-Consultants including:

o Hydraulic Engineering

o Geotechnical Engineering

o Land Surveying

o Traffic Engineering

o Quantity Surveyor or Cost Engineering

o Site investigations (contamination, indigenous heritage, etc)

2.26 DESIGN PLAN FORMAT

The Design Consultant is to provide all final documentation in PDF and hard copy format.

Workable digital files used to create PDF files shall be supplied in the following formats:

o Technical specification in editable MS Word format,

o Images in JPEG or TIFF formats,

o Drawings in DWG (CAD) format and pdf.

2.27 ADDITIONAL SERVICES

Further specialist consultancies may be required and will be engaged in accordance with

Upper Lachlan Shire Council’s procurement policy. These may include:

o Peer Review Consultants,

The Design Consultant may be required to create a brief for any additional consultancy

services and assist with procurement for those services.

The Design Consultant will be required to work cooperatively and openly with any external

service providers appointed by Upper Lachlan Shire Council for the project, including peer

review consultants.

2.28 PROJECT COMMUNICATION PLAN

The Design Consultant is to prepare a Project Communication Plan (PCP) that outlines

specific project communication mechanisms. The Project Communication Plan may be a

sub-component of the Project Management Plan.

The Project Communications Plan outlines the type and frequency of communications with

key stakeholders and responsibilities for any lead communicators and current

communication actions. This plan is to be reviewed periodically throughout the project to

ensure its relevance and to adjust to for any unforeseen circumstances.

The Project Communications Plan aims to:

o actively engage stakeholders in the scoping and development of the project, o inform stakeholders of the progress and status of the project on a regular basis

and at nominated critical milestones,

o deliver a successful, fit for purpose facility that meets the operational and functional requirements of key stakeholders.

2.29 APPENDIX DOCUMENTS

Relevant documentation has been included as Appendix Documents under ‘Volume 5: Attachments’ although this is not a comprehensive list and may require the Design Consultant to source additional documents in completing the design and documentation development: